Hot Desking vs Private Offices: Which is Right for You

Modern workplaces want easy access to flexibility and scalability, and this is a trend we’ve seen continuously rise at Tramshed Tech over the past ten years.

Now, with so many working models available to businesses, it can be hard to determine which is better for you and your employees, such as hot desking or having a private office. So, which is best?

Businesses will often dismiss hot desking, assuming it’s noisy or unreliable. But that’s not the case. In this blog, we’ll explore how hot desking actually works and how it compares to private offices, so you can decide which option is right for you.

What Is Hot Desking?

Hot desking is a flexible seating system where business owners and employees can use unassigned desks on an as-needed basis. Hot desking is typically found in coworking spaces and can be an impactful option for startups or hybrid teams.

The main goal of hot desking is to provide a cost-efficient solution while supporting hybrid working models, ensuring small or young teams have the opportunity to work flexibly and collaboratively at a reasonable cost.

How Does Hot Desking Work in Practice?

But how does the hot desking system work? Well, it all starts with arriving at the coworking space and selecting a desk. Some facilities will have booking systems that require a check-in on an app or at reception, and others will be on a first-come basis.

Just like a traditional office, hot desking spaces come with amenities such as kitchens and lockers, and offer Wi-Fi and sometimes IT setups to ensure you have everything you need to have a productive workday.

Another misconception of hot desking is that it’s lonely; however, that’s simply not the case. Most coworking spaces will have communal areas, perfect for collaboration and building a community.

Benefits of Hot Desking

So, the key benefits of hot desking include:

Cost Efficiency: Allows business owners to effectively manage their budget while still offering quality facilities.

Flexibility: Allows hybrid teams to have a dedicated space to come together as a team and work collaboratively.

Networking: Allows early businesses, such as freelancers and startups, to have an opportunity to gain insight and mentorship from other business owners.

Scalability: Allows businesses to grow at a rate which suits them, ensuring they stay profitable and goal-focused.

What Are Private Offices?

Now, let’s take a closer look at private offices, which are self-contained workspaces within a coworking space or traditional office, offering constant privacy. Within these spaces, employees usually have dedicated desks and workspaces, and they are a good option for large, established teams or those who require extra security for confidential projects.

Benefits of Private Offices

Private offices have their own set of key benefits, including:

Privacy & Security: Allows highly regulated businesses to ensure strong privacy and security for their projects and clients.

Brand Presence: Ideal for client-facing businesses as the space can be customised with brand iconography and colours, supporting brand recognition.

Consistency: Teams have a constant and consistent workspace, whether they’re in the office full-time or part-time, that they can make their own.

Hot Desking vs Private Offices: Side-by-Side Comparison

Cost

Hot Desking: Cost-effective and typically budget-friendly, making it an ideal option for startups and freelancers.

Private Office: Price can vary depending on the size of the space, making it a better option for well-established businesses.

Flexibility

Hot Desking: Allows teams full flexibility in when and where they work, providing them with the autonomy to work in a way that best suits them.

Private Office: Can be flexible to an extent, such as hybrid working, but due to contracts, the location can be fixed for long periods of time.

Privacy

Hot Desking: Doesn’t provide optimal security and privacy, but this can be solved by booking meeting rooms for confidential conversations.

Private Office: Is highly secure and private, allowing projects to stay completely confidential within the same space.

Collaboration

Hot Desking: Allows teams to be collaborative when needed and supports networking with other like-minded businesses, but can cause issues if spaces aren’t available.

Private Office: Provides a private space for teams to work together, but can cause communication issues depending on the size of the office.

Scalability

Hot Desking: Without a set contract, startups and freelancers can scale as quickly or slowly as they need.

Private Office: Private offices typically have a set contract, meaning that if they need to expand or downsize, this might not be possible for a period.

Which Is Right for You?

So, is hot desking or a private office right for your business? We’d recommend choosing hot desking if:

• You’re a startup, freelancer, or small team
• You’re budget-sensitive
• Don’t require full confidentiality at all times
• Prioritise flexibility
• Want to scale at your own pace

And choose a private office if:

• You’re a large, established team
• You have the budget for a private space
• You need confidentiality as part of your work
• Your growth plans work with the lease’s length

How Tramshed Tech Supports Both Models

We hope you found our guide on hot desking vs private offices useful and feel confident in how each works and which option is right for your business.

If you’re still uncertain, Tramshed Tech can help. We offer both hot desking and private office options in our range of locations, including Cardiff, Barry, Newport and Swansea; our spaces can work for anyone.

With a variety of memberships available, you can access our community benefits at locations and during times that best suit you, whether you’re trialling hot desking or planting roots with a private office space.

Come explore our spaces and book a tour by getting in touch with our friendly team on 02920103090.